Agency Schedule Detail

Authorization Number : 800-0788

Agency Series No. : 55-08

Status : Active

Agency Web Link :

Agency : COM

Confidential Description :

Division : COMOFA1

Vital Description : Records include documentation of a student''s attendance at the Ohio Fire Academy which serves as the basis for a student's transcript.

Section : COMOFA1OFA1

Record Title : Course Registration Files Certified/Credentialed

Revision : 0

Record Description : Student and Instructor records which may include: proof of medical insurance, medical physical (NFPA 1582) exam results. Fire Chief letter, copy of diploma, college transcript, COMPASS test results, ACT/SAT results, copy of NIS IS-100 certificate, copy of NIMS IS-700 certificate, OFA Code of Conduct form, OFA Emergency Contact Form, test results and grades, skill sheets, 3rd attempt paperwork, incident report, substandard training report, attendance records, missed time report and make up documentation, course evaluations, file inventory forms, course non-complete documents, course schedule, honor student letter, graduation program, registration application records, objective check off sheets, copy of driver’s license, photo/video release, graduation press release, student waiver, TB test results, vaccination records, drug screen results, Health Insurance Portability and Accountability Act (HIPAA) form, firefighter certification, employment verification letter, statement of qualification form, pre-knowledge cognitive exam results, pre-requisite skills verification, non-identifying student medical clinical assessments, IFSAC applications, IFSAC skills sheets, OFA course score sheets, copy of ODPS application, copy of orientation letter, student teaching form, and student teaching evaluations.

Retention Period	Retention Justification	Media Code	Method of Disposal
Retain paper copy in operating area until confirmation data has been entered in database and checked for quality and completeness, then destroy paper copy.		Paper	Shred
Retain for seven years, then destroy.	Academy is audited by Ohio Department of Public Safety, Division of EMS or the International Fire Service Accreditation Congress which requires records to be maintained for the duration of the current accreditation cycle and for one previous accreditation cycle. An accreditation cycle is 3 years. Thus, records must be maintained for at least six years.	Microform	Shred
Maintain electronic data fifty years.	Customers access information to validate required Continuing Education attendance and/or for establishing documentation for college degree programs. The records populate the transcript which may be requested by a former student during the course of a career.	Electronic	Delete

Approvals

Status	Name	Title	Date
Approved	Holly Cook	Records Officer	1/8/2016 2:20:00 PM
Approved	Bunnie Jones	Record Administrator	1/9/2016 10:10:00 PM
Approved	Martin Meeks	State Auditor	1/12/2016 1:22:00 PM
Approved	Fred Previts	State Archivist	1/13/2016 9:40:00 AM

Notes

Date	Reason	User